A Shared Community – Model Charter

Home , Blaenhonddan, Coedffranc, Dyffryn Clydach, Pelenna

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CHARTER AGREEMENT

Introduction

The Community and Town Councils of Neath Port Talbot and Neath Port Talbot County Borough Council have agreed to publish a charter which sets out how we aim to work together for the benefit of local communities whilst recognising our respective responsibilities as autonomous, democratically elected statutory bodies.

The charter is designed to build on existing good practice and embrace the shared principles of openness, respect for each other’s opinions, honesty and our common priority of putting citizens at the centre. This charter is based on equality of partnership and is not a top-down arrangement.

Partners to the Charter

• Blaengwrach Community Council • Blaenhonddan Community Council • Briton Ferry Town Council • Cilybebyll Community Council • Clyne and Melincourt Community Council • Coedffranc Community Council • Crynant Community Council • Cwmllynfell Community Council • Dyffryn Clydach Community Council • Glynneath Town Council • Gwaun-Cae-Gurwen Community Council • Neath Town Council • Onllwyn Community Council • Pelenna Community Council • Resolven Community Council • Seven Sisters Community Council • Tonna Community Council • Ystalyfera Community Council

• Neath Port Talbot County Borough Council

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Recognition

We accept the legitimacy and benefits of partnership working whilst at the same time recognising and respecting each other’s roles. We aim to work together as a partnership of equals rather than tiers.

Neath Port Talbot CBC Community and Town Councils

1.1 Acknowledges and recognises that Recognise the strategic importance of the Community and Town Councils are the grass Principal Authority and economies of scale roots level of local government. In their role and equitable distribution of certain services as democratically accountable bodies, they are able to achieve. Community and town Councils offer a means of engaging with local people, of decentralising the provision of certain services, and of revitalising local communities.

1.2 Recognise and respect the diversity of Recognise that Community and Town Community and Town Councils and that Councils come within the common umbrella their needs vary according to size, and the of the Principal Authority. extent to which they participate varies.

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Local Governance

We will be clear about the expectations that we have of each other in order to facilitate a smooth working relationship. In this regard, we will define the way in which we interact with each other. We will be clear about the role of Councillors at all levels in the relationship and in community leadership.

Neath Port Talbot CBC Community and Town Councils 2.1 Will hold liaison meetings with Will contribute towards the agenda of liaison representatives of all Community and Town forum meetings and proactively encourage Councils that wish to take part. attendance and discussion. In addition, agenda items put forward by Town and Community Council’s for liaison forum meetings must be non-location specific and notice of such items must be submitted in a timely and reasonable manner to the appropriate officer/clerk of meeting.

Furthermore a standing agenda item must be maintained at the Liaison Forum meetings to ensure Members report back to the Community Council Liaison Forum in relation to their representations on other organisations or outside bodies.

2.2 Will appoint a nominated member of Will contact the nominated officer on the staff to be a liaison officer between the agreed issues and make them aware of any unitary authority and Community and Town difficulties being encountered. Councils. This officer will act as a specific ‘point of first contact’ for Town and Community Councils providing advice and guidance as needed. However, it will not preclude Town and Community Councils from making direct contact with Officers or Members of the County Borough Council on specific issues if required. Deputy liaison officers will also be appointed as and when necessary.

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Neath Port Talbot CBC Community and Town Councils

2.3 Community and Town Councillors/ Will invite Councillors/Officers (as Officers may, where appropriate, be formally appropriate) of the unitary authority to represented on key local partnerships and meetings and will provide a space on its committee meetings. The unitary authority meeting agenda for presentations as and will seek to ensure that these arrangements when appropriate. are regarded as suitable and sufficient. There will be a responsibility for representatives to formally report back to their individual councils in relation to liaison forum meetings.

2.4 Will administer the holding of Will notify the need for elections in a timely Community and Town Council elections. manner.

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Consultation

We appreciate the importance of meaningful consultation and set out a genuine commitment among all parties to consult on matters of mutual concern. We will agree clear, specific and time limited procedures and processes for consultation.

Neath Port Talbot CBC Community and Town Councils

3.1 Will, where appropriate and reasonable, Community and Town Councils will respond give Community and Town Councils the to consultation opportunities in a timely opportunity to comment before making a manner, addressing the key issues in the decision that affects the local community. In consultation document. They will also make support of this NPTCBC will make available full use of the papers available to them to a copy of its public reports to Cabinet, inform local decision-making. Panels, Committees, and copies of its agendas, on the Council’s corporate website as soon as possible.

3.2 NPTCBC Officers may, if appropriate NPTCBC Councillors and Officers will, and practicable, attend meetings with where appropriate and practicable, be given Community and Town Councils (or groups an opportunity to speak at Community and of Councils) at a mutually agreed time to Town Council meetings on matters of mutual discuss matters of common interest when interest requested to do so and given sufficient notice.

3.3 Will encourage Scrutiny Committees to Will respond to requests to input views to liaise with Community and Town Councils Scrutiny Committees. on relevant local issues and look at potential ways of incorporating views of Town and Community Councils into Scrutiny Forward Work Programmes following discussions with Scrutiny Committees Chairs where appropriate and practical.

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Information and Communication

We appreciate the need for timely, clear and relevant information and communication in fostering good relationships and better joint working for the benefit of local people.

Neath Port Talbot CBC Community and Town Councils

4.1 Will provide up-to-date named contacts, Will utilise the agreed contact information office telephone numbers and where possible and respond in the most appropriate and e-mail addresses via the Council’s corporate timely method. website.

4.2 Will communicate by providing, where Will ensure that all Town and Community appropriate, sufficient numbers of electronic Councillors have access to the appropriate versions of documents for members of documents. Community and Town Councils.

Joint Working and Engagement

The Charter defines ‘Partnership’ as working together towards a common set of goals, based on equality in terms of ownership, decision-making and recognition of each party’s distinctive contribution. It is recognised that an equal and effective partnership brings benefits and responsibilities to all those involved. Local government at both tiers must work together to promote the economic, social and environmental well being of our area. If doing things differently achieves a better service, we will seriously examine these methods.

Neath Port Talbot CBC Community and Town Councils

5.1 Will provide opportunities, when Will encourage participation by clerks in practicable and appropriate, for clerks of opportunities to network and share common Community and Town Councils to meet concerns. relevant NPTCBC officers to discuss common concerns and resolve issues.

5.2 Will be clear about how devolved Will use the agreed procedures if there is a services can be discussed and agreement wish to progress devolved services. reached on whether to proceed or not to proceed with the consent of the relevant town or community council.

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Neath Port Talbot CBC Community and Town Councils

5.3 Will give due consideration to devolving Will be clear about how any devolvement of services that would provide better value for services will provide better value for money money and/or enhanced services. and/or enhanced services taking account of local and wider County Borough considerations as necessary.

5.4 Will encourage accountability for all Will take responsibility for aspects of joint acquired activities. working that are signed up to.

Land Use Planning

Community and Town Councils know and understand their local area and must be able to comment effectively on planning matters. The unitary Council is able to take an overview of the needs of the whole local area and make decisions, taking local views into account.

Neath Port Talbot CBC Community and Town Councils

6.1 Will uphold its statutory duty to consult Make appropriate responses to the unitary Community and Town Councils on all authority recognising the parameters imposed planning applications in their communities. by planning law and agreed planning policy.

6.2 Ensure planning application decisions are Maintain an objective and professional available to view on the Council’s website approach to planning matters at all times.

6.3 Ensure information about relevant Councillors to take up the opportunity to planning committee meetings (times, dates, attend planning committee meetings as venues) are available to view on the spectators/observers. Council’s website.

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Practical Support

In order to be effective, elected members and officers must be well-trained and have the support they need to carry out their roles.

Neath Port Talbot CBC Community and Town Councils

7.1 NPTCBC will, where practical and taking Will follow procedures set out to access account of any relevant capacity issues, offer unitary authority support services, but also Community and Town Councils access to have opportunity to make own arrangements. support services, to enable them to take advantage of facilities at a mutually agreed price. Such agreements will be published and made available to all Town and Community Councils.

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Expertise

We will encourage continuous development of officers and members in both unitary authority and Community and Town Councils, either in their individual groupings or together. Improved expertise leads to professionalism and more effective joint working.

Neath Port Talbot CBC Community and Town Councils

8.1 Will offer member induction training to Will provide an induction to elected Town and Community Councillors to enable Councillors to enable them to undertake their them to understand the role and function of role effectively, as and when practicable and the Principal Council as and when appropriate. practicable and appropriate. In addition, all venues utilised for training should as far as possible be accessible by public transport.

Ethics

We will provide an ethical service to local people, following the appropriate standards and Codes of Conduct. We will encourage links between Community and Town Council clerks and unitary authority Standards Committee.

Neath Port Talbot CBC Community and Town Councils

9.1 NPTCBC will, through the appointed Community and Town Councillors shall not Monitoring Officer, support Community and make vexatious complaints under the Code Town Councils in the timely consideration and will provide all such information as and provision of advice in relation to the required by the Monitoring Officer to enable application of the Members Code of him/her to carry out his/her function Conduct. effectively.

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Financial Arrangements

Both NPTCBC and Town and Community Councils recognise the need for clarity and transparency in financial arrangements. In development and implementing financial arrangements, relevant national and local priorities will be taken into account.

Neath Port Talbot CBC Community and Town Councils

10.1 NPTCBC in setting the level of council Community and Town Councils, in setting tax for the area, will have regard to services the annual precept, shall have regard to the being delivered by Community and Town plans for service delivery of the unitary Councils in its area, and the funding thereof. authority for the coming year.

Delegating responsibility for service provision

Services should be delivered in the most appropriate manner, with regard to value for money and added value for local people.

Neath Port Talbot CBC Community and Town Councils

11.1 NPTCBC will give due consideration to Community and Town Councils will all reasonably argued cases for the delegation recognise that there are certain instances of service delivery to Community and Town where it is not appropriate or desirable for Councils, basing its consideration primarily the unitary authority to delegate service on the improvement of service delivery for delivery. citizens whilst ensuring value for money is retained or enhanced.

11.2 Where it is not appropriate or desirable Community and Town Councils will engage to delegate service delivery, NPTCBC will with the citizens in the communities they seek ways in which local information from serve to understand better their needs and communities might be used to enhance convey these needs in a coherent and service delivery to better meet citizen needs. constructive manner to the unitary authority, such that they can be taken account of in service design and delivery.

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Sustainability

We will work in ways that are sustainable as far as possible taking account of environmental, economic, financial and social impacts, reconciling the long-term needs with those of the present; and protecting and improving the quality of life of current generations without compromising the quality of life of future generations.

Neath Port Talbot CBC Community and Town Councils

12.1 Will assist Town and Community Will proactively assess the sustainability of Councils with information on sustainable current practices and processes. practices.

12.2 NPTCBC will outline how it is actively Will investigate projects which contribute to pursuing sustainable development as part of sustainability where beneficial to the its statutory reporting mechanisms and will community. assist in information sharing particularly in relation to the work it undertakes developing Sustainable Development Strategies and other similar planning documentation

Community Strategy

We recognise the strategic importance of the Community Strategy as the overarching strategic vision and priorities for the local area. Furthermore, we recognise that the Community Strategy will only be fully effective if it is informed by the grass roots experiences from within our communities.

Neath Port Talbot CBC Community and Town Councils

13.1 NPTCBC will invite a representative of Community and Town Councils shall Community and Town Councils to attend the nominate a representative to attend the Local Local Service Board (LSB) in recognition of Service Board (LSB). This individual shall the local knowledge and experience this will proactively represent the sector raising bring. matters of general concern as appropriate. 13.2 NPTCBC will invite representatives of Community and Town Councils shall Community and Town Councils to attend the nominate representatives to attend the Local Local Service Board (LSB) Annual Seminar Service Board (LSB) Annual Seminar. These in recognition of the local knowledge and individuals shall proactively represent the experience this will bring. sector raising matters of general concern as appropriate. 11

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Neath Port Talbot CBC Community and Town Councils

13.3 Will involve Community and Town Will contribute to the development of the Councils in the development of the Corporate Corporate Improvement Plan (CIP) and Improvement Plan (CIP) and Single Single Integrated Plan (SIP) at its Integrated Plan (SIP) as and when practical development stage as and when practical and and appropriate. appropriate.

13.4 Will involve Community and Town Will respond actively and fully to Councils in the implementation of the consultation of the draft Corporate Corporate Improvement Plan (CIP) and improvement Plan (CIP) and Single Single Integrated Plan (SIP) as and when Integrated Plan (SIP) and participate, as and practical and appropriate. when practical and appropriate, in the partnership monitoring and implementation of the CIP & SIP.

Local Elections

Fair and open elections are the bedrock of local democracy. We will ensure that elections are freely and fairly contested, and encourage local people to become involved in local democracy.

Neath Port Talbot CBC Community and Town Councils

14.1 Will involve Community and Town Will encourage participation in the local Councils in the local election planning election process by members of the local process. community.

14.2 Will involve Community and Town Will ensure wide publicity of vacancies on Councils in any awareness raising/publicity Community and Town Councils to maximise to encourage nominations for candidacy at community representation. local elections.

14.3 Will help to publicise forthcoming local Will facilitate public participation at all elections on behalf of Community and Town relevant meetings of the council and its Councils via the Council’s website. committees to encourage community involvement.

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Neath Port Talbot CBC Community and Town Councils

14.4 Will brief Community and Town Council clerks on the nomination process so that they are equipped to assist any potential candidates who come forward for local elections.

14.5 Will provide help and assistance with the local election legal and administrative processes and procedures as and when appropriate

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Action Plan

If appropriate this Charter will be supported by an Action Plan.

Neath Port Talbot CBC Community and Town Councils

15.1 NPTCBC will nominate a lead officer Community and Town Councils will have for the development and monitoring of the due regard to the Action Plan and all actions Action Plan, where appropriate. relevant to them, where appropriate.

Monitoring and Review

The Charter will be fully reviewed every five years or more often if there is a need to do so. The Community Liaison Committee will measure progress annually in achieving the measures set out in the Charter through the setting and reviewing of actions contained in an action plan.

Neath Port Talbot CBC Community and Town Councils

16.1 Will arrange for the Charter to be Will actively contribute to the review of the reviewed every five years or as agreed. Charter.

16.2 Will arrange for the development of an Will actively contribute to the development action plan linked to the Charter and will and delivery of the Charter action plan. actively contribute to achieving the action plan.

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Conclusion

The Community and Town Councils and unitary authority stated below are committed to the principles and statements with the charter, for the benefit of local people.

• Neath Port Talbot County Borough Council